Tag: Productivity

Time management is one of those areas in life where there are as many different answers as there are people asking the questions. Instead of telling you exactly how to manage your time, I’ll tell you how I manage my time. With any luck, you might find some hints useful to you. Following on from my introductory post, I want to demonstrate how I manage my time.

A sample day in my calendar.

The most important tool I use is Google Calendar, although I could substitute most cloud-based calendars without issue (I used Exchange for years). The key feature is that it synchronises to my phone. It’s also important that I only have one calendar. If I had a separate calendar for work and home, things would get lost in the cracks. I also have a very important rule – as soon as I have an appointment, it goes in my phone and into the master calendar. Not even an hour must pass before I put it in. This reduces the chances of me being double booked. I never trust my mind.

I’ve divided my work-week into periods, like high school. Unlike high school, not all “classes” are the same length, because not all work takes the same time to do. I might spend two hours programming, then take a break and spend ninety minutes doing administration work and responding to emails. I also specialise my days: Tuesdays and Fridays are for meetings. Monday, Wednesday and Thursday are for sitting down and cracking on with things. Splitting my week up like this allows me to concentrate on something for an entire day if I need to, and also reduces my need for ironed shirts.

I also have a second calendar which does not hold any of my own events (they always go on the master calendar) but instead holds events that I hear about my friends doing – it contains notes like “Matt playing RPGs” or “Dad in Melbourne”. This ensures that I never forget about important events in my friends’ lives, and comes especially in handy for remembering where my house mate is, so I don’t have to worry when he’s not home in the morning.

Finally, I’m a big fan of weekly planning. At some point on the weekend (generally on Sunday afternoon) I’ll sit down for half an hour and plan out all my activities for the week – errands that need to be run, tasks that need specific times devoted to them (a big one for me is scheduling server upgrades and restarts), that sort of thing. I also schedule time to relax: every evening sometime between 5 and 6 I take the dog for a half-hour walk. This doesn’t mean I can’t change my plans on a whim (such as getting invited out to party on short notice) – just that I have some structure to fall back on.

There’s still a lot to discuss – my routines, task management, project management, automation, and more. But that’s for another day.